Sales Operations Coordinator

DentistFind, a well-established Canadian marketing technology company with 15 years of experience supporting dental practices globally, is seeking a highly organized and proactive Sales Operations Coordinator. This senior, hands-on role requires building a scalable sales operating system within a dynamic, founder-led environment. The successful candidate will bring structure to sales processes, ensure CRM accuracy, drive team accountability, and translate scattered information into clear priorities and actionable steps. This position is vital for improving pipeline visibility, reducing the CEO’s need to reconstruct sales status, and supporting the company’s mission to foster sustainable growth for dental practices through innovative technology and data-driven marketing.

Key Responsibilities
- Daily Sales Operations Oversight: Track warm leads, active opportunities, appointments, overdue tasks, and next steps to maintain an accurate sales overview; identify and escalate stalled or conflicting items to the right owners.
- CRM Accuracy & Pipeline Hygiene: Maintain up-to-date CRM records including deal stages, ownership, tasks, dates, notes, and source links; flag inconsistencies without assumptions.
- Meeting Follow-Through & Action Tracking: Translate sales meetings and updates into structured action items with clear ownership and deadlines; persistently follow up to ensure completion and early detection of blockers.
- Weekly Reporting & Decision Support: Generate concise pipeline and activity reports highlighting appointments, follow-ups, proposals, objections, bottlenecks, and performance against benchmarks; clarify data gaps and issues requiring management attention.
- Cross-Functional Handoffs: Facilitate smooth transitions between Sales, Marketing, Client Success, and other teams; confirm acceptance of responsibilities by receiving parties.
- Sales Process Implementation: Develop and refine CRM workflows, deal tracking, and follow-through procedures; encourage adoption through examples and regular checks.
- Sales Quality Improvement Support: Organize coaching evidence, objection tracking, and call reviews to provide structured insights for sales leadership.
- Documentation & Knowledge Preservation: Document workflows, reporting definitions, and process exceptions to reduce reliance on verbal knowledge and enable backup coverage.
- Escalation & Risk Visibility: Identify and escalate overdue tasks, broken handoffs, unclear ownership, or sales-process risks with factual context and recommendations.
- AI-Enabled Administrative Support: Use AI tools like ChatGPT to summarize notes, draft documentation, and organize information while independently verifying accuracy.
- Other Duties: Perform ad hoc tasks and special projects as assigned.

Required Qualifications
- Bachelor’s degree in Business Administration, Sales, Marketing, Operations, Communications, or a related field.
- 3–5 years of relevant experience in sales operations, coordination, commercial operations, or similar roles with operational ownership.
- Proven ability to maintain accurate CRM records and manage pipeline hygiene.
- Strong understanding of B2B sales workflows including lead management, qualification, proposals, and handoffs.
- Excellent written communication skills with the ability to produce clear, concise reports and summaries for leadership.
- Strong critical thinking to distinguish facts from assumptions, identify missing information, and escalate risks appropriately.
- Highly organized, self-directed, and dependable with excellent follow-through on competing priorities.
- Skilled in building and refining practical workflows, SOPs, and task management systems.
- Proficient with Google Workspace, CRM systems, project management tools, and comfortable using AI tools responsibly.
- Experience coordinating cross-functionally without constant managerial intervention.
- Demonstrated integrity, discretion, and professionalism handling sensitive information.
- Ability to work effectively in a fully remote environment with required Eastern Time overlap and time-tracking accountability.

Preferred Qualifications and Benefits
- Experience in B2B sales operations within marketing agencies, SaaS, healthcare, dental, or service industries.
- Prior support of founder-led sales environments requiring active structure and prioritization.
- Hands-on experience improving CRM setups, reporting, and data quality practices.
- Familiarity with appointment-setting workflows, objection tracking, and sales support.
- History of working with international remote teams and adapting communication across cultures.
- Practical AI fluency for documentation and workflow enhancement with quality control.
- Experience creating SOPs, templates, and procedures successfully adopted by teams.
- Exposure to lead management, onboarding, and client handoff processes.
- Additional certifications in sales operations, CRM administration, project management, or process improvement are advantageous.

DentistFind offers a fast-paced, innovative, and collaborative remote work culture with a global team spanning multiple countries. Competitive compensation is provided, including potential performance-based bonuses. This full-time remote role requires flexibility within Eastern Standard Time hours and comfort with a time-tracking system to ensure accountability. Join DentistFind to contribute to a mission-driven company that values clarity, ownership, innovation, and continuous improvement in empowering dental practices worldwide.